Koko Privacy Policy
Effective date: 17 October 2026 · Previous version: 1 April 2024
This policy explains how Caesars Planet Private Limited ("Koko", "we") handles personal data across our products:
- Koko for clinics: clinic management software for veterinary clinics and hospitals (records, appointments, billing, inventory, reminders, reports).
- Koko Labs: software for veterinary laboratories that receive test orders from clinics.
- Koko AI: AI features inside Koko for clinics and Koko Labs.
- Koko Pet Parent App and website: for pet parents to see their pets' records and book visits with their clinic.
- koko.vet: our website, blog and demo booking.
We follow India's Digital Personal Data Protection Act, 2023 and its rules.
1. Who is responsible for your data
| Data | Who decides how it is used |
|---|---|
| Records a clinic keeps about its pet parents and pets (visits, prescriptions, bills, reminders) | The clinic. Koko processes this data on the clinic's behalf and only on its instructions. |
| Records a lab keeps about test orders and reports | The lab and the ordering clinic. Koko processes it on their behalf. |
| Your Koko account as clinic or lab staff, your Pet Parent App account, website visits and demo requests | Koko. |
If you are a pet parent with a question about the records your clinic keeps, you can ask your clinic directly or write to us and we will pass it on.
2. What we collect
Clinic and lab staff: name, phone number, email, role, branch, login activity.
Pet parents (entered by the clinic, or by you in the app): name, phone number, email, address; your pets' names, species, breed, age, weight, photos; medical records such as visit notes, vaccinations, prescriptions, lab reports and documents; appointments, bills, payments and wallet balances; reminders and messages sent to you.
Labs: test orders, sample details and results. Labs receive the pet's details and the ordering clinic; they do not receive the pet parent's phone number.
Pet Parent App:
- your phone number, verified by a one-time code sent by SMS;
- your location, only if you choose "use my location" while adding an address (the app asks permission first);
- app usage and crash reports, used to fix problems and improve the app.
Website (koko.vet): pages visited, device and browser information, collected through cookies (see section 7); details you submit in the demo form.
Purchase bills uploaded to Koko AI: supplier bills and invoices that clinics upload so Koko can record their stock.
3. How we use it
- To run the products: records, appointments, billing, stock, lab orders and reports.
- To send messages the clinic or lab has set up: appointment and vaccination reminders, lab reports, bills and follow-ups, mainly on WhatsApp, sometimes by SMS.
- To sign you in and keep accounts secure.
- To provide Koko AI features (section 4).
- To support clinics and labs, fix problems and improve the products.
- To reply to demo requests and send product updates to clinic owners and staff; you can opt out at any time.
- To meet legal, tax and accounting obligations.
We do not sell personal data, and we do not use clinic or pet parent data for advertising.
4. Koko AI
Koko AI features include: a summary of a pet's history before a visit, help writing prescriptions, plain-language lab report summaries, reading uploaded purchase bills, and answers to questions about the clinic's own figures.
- Where it runs: to produce these results, the relevant data (for example a pet's history, a lab report, or a bill image) is sent to our AI model providers, OpenAI and Anthropic, through their business APIs.
- No training on your data: under those providers' business terms, they do not use this data to train their models.
- Kept to what's needed: we send only the data a feature needs. Results are saved in the clinic's records like any other entry.
- A professional decides: AI output is a suggestion. A vet or staff member reviews it before it is used. Koko AI does not make clinical decisions.
5. Who we share data with
Only the following, and only for the purposes above:
| Who | Why |
|---|---|
| The clinic you visit, and the lab it sends tests to | To provide care, tests and reports |
| Hosting: Amazon Web Services and MongoDB Atlas, both in India | To store and run Koko securely |
| WhatsApp (Meta) and SMS providers such as MSG91 | To deliver reminders, reports, bills and sign-in codes |
| AI providers: OpenAI and Anthropic | For Koko AI features (section 4) |
| Delivery partners such as Shadowfax and Porter | To deliver orders: name, phone number and address only |
| Payment processors, where a clinic accepts payment through Koko | To process payments; we don't store card details |
| Google (Analytics, Ads) and Firebase | Website and app usage statistics and crash reports (section 7) |
| Government authorities | When the law requires it |
6. Where data is stored and for how long
- Our databases and files are stored in India (MongoDB Atlas and Amazon Web Services, Mumbai region). Some providers in section 5, such as the AI and analytics providers, may process data outside India; we rely on their safeguards and the transfer rules of Indian law.
- Clinic and lab records are kept for as long as the clinic or lab uses Koko. After it stops, we keep the data for 90 days so it can be exported, then delete it unless the law requires us to keep it longer (for example, billing records for tax purposes).
- Pet Parent App accounts: when you delete your profile in the app, we delete your app account within 30 days. Records your clinic keeps about your pets stay with the clinic (section 1).
- Website and demo-form data: kept for 24 months.
7. Cookies and analytics
- koko.vet uses Google Analytics to understand visits and the Google Ads tag to measure our ads. You can block these through your browser settings or Google's ad settings.
- The Pet Parent App uses Firebase Analytics and Crashlytics to measure usage and catch crashes. These do not include your pets' medical records.
8. Your rights
You can ask us to:
- tell you what personal data we hold about you and who we've shared it with;
- correct or update it;
- delete it, where we are not required to keep it;
- withdraw consent you have given, for example for marketing messages;
- name someone to act for you if you are unable to.
How to ask:
- Pet Parent App: delete your profile in the app (Account → Delete profile), or email us.
- Records kept by your clinic: ask your clinic, or email us and we will pass it on.
- Anything else: email admin@koko.vet.
We reply within 30 days.
9. Security
We protect data with access controls by role and branch, encryption in transit, and activity logs of changes. We also limit staff access to what each person's job needs. If a personal data breach affects you, we will tell you and the authorities as Indian law requires.
10. Children
Koko is for clinics, labs and adult pet parents. We do not knowingly collect personal data from children under 18. If you believe a child has given us their data, write to us and we will delete it.
11. YouTube API Services
Koko uses YouTube API Services to publish Koko's own videos to Koko's own YouTube channel. Use is subject to the YouTube Terms of Service and the Google Privacy Policy.
- What we access: only the Koko YouTube channel, authorised by Koko staff through Google sign-in. We do not access YouTube data about anyone else.
- What we store: an authorisation token, kept securely, and links to the videos we publish.
- Revoking access: at https://myaccount.google.com/permissions. To have related data deleted, email admin@koko.vet; we delete it within 7 days.
12. Changes to this policy
When we change this policy we update the date above, and for significant changes we tell clinics and app users in the product.
13. Contact and grievance officer
Suraj Kumar Dubey (Grievance Officer), Caesars Planet Private Limited, SF 221, JMD Megapolis IT Park, Sector 48, Gurugram, Haryana 122018
Email: admin@koko.vet
If you are not satisfied with our response, you may complain to the Data Protection Board of India.